Administrative Assistant Ii Mental Health

3 weeks ago

Kelowna, Canada Interior Health Authority Full time

Interior Health is looking for an experienced, highly efficient and self -directed permanent Full Time Administrative Assistant to join our Mental Health & Substance Use Transformation team.

**The worksite location for this position is flexible and can be located anywhere within the Interior Health region.**

**What we offer**:

- Competitive salary and an attractive remuneration package
- Career Growth
- Employer paid training/education
- Employer paid vacation
- Medical Service Plan
- Employer paid insurance premiums
- Extended Health & Dental coverage
- Contribution to Municipal Pension Plan
- Balanced lifestyle

**Who are we looking for?**

**What will you work on?**

The Administrative Assistant II works in a team environment to provide confidential complex administrative support functions. The Administrative Assistant II serves as a vital linkage and communication source to keep the department informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; designing and creating routine & non-routine correspondence, responding to a variety of sensitive internal and external inquiries, generating complex and detailed reports and presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintaining the integrity and confidentiality of all information which flows through, and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs in setting a positive, collaborative, efficient tone for the department.

In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.

**Some Other Typical Duties and Responsibilities**:

- Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine and non-routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence.
- Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Drafts confidential correspondence, reports and a variety of project-related materials such as memorandums, letters, presentations and project charters as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required. Checks all documents for accuracy and completeness.
- Provides general administrative support by:

- opening and screening daily mail;
- acknowledging letters and composing correspondence for signature;
- providing supporting information where required;
- proofing mailings for spelling, grammar, and clear understanding;
- preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents;
- responding to administrative requests and inquiries;
- protecting the security of confidential information by maintaining private files and typing private correspondence.
- Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format. Creates, sets up and maintains project files from planning stage, project cost, approval, completion to closure files.
- Categorizes master plans and functional programming for specific sites.
- Coordinates the work flow within the assigned area. Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity.
- Coordinates and standardizes new work methods and procedures within the department. Identifies problems, develops alternate solutions, and implements changes.
- Assists in the review and monitoring of expenditures for multiple budget reports; reviews financial status, investigates variances.
- Monitors operating expenditures for departmental accounts including processing requisitions and invoices and initiates corrections for errors and omissions.
- Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.
- Coordinates meeting schedules and calendars by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
- Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials. Ensures well-defined and timely agendas, identification of and notification to interested parties, compilation of backgro

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